Database Field Usage
Relevant Tools web forms continuously fill your database with new contacts. Additionally, you can import contact lists from and Excel documents and⁄or other Relevant Tools databases. Finally, with Relevant Tools you can also process data notifications from other sources. In other words, there can be a lot of data arriving from multiple sources, at any one time. Using the the Display Field Usage and Display Field Usage (All Fields) links available in Database Stats section you can examine the field usage in your database and spot any potential problems⁄issues.
To begin the process of locating the Display Field Usage links in the Database Stats section click on DATABASES, at the top of the screen. Next, select the database you would like to examine in the Database Selection section and click on the "SELECT DATABASE" button, shown below.
Finally, click on the either the Display Field Usage and Display Field Usage (All Fields) link, in the Database Stats section, at the bottom of the screen, as shown below.
The screen below, the Customize Database – Field Usage screen, is displayed when you click on the Display Field Usage link from above. The information displayed on this screen are the fields defined in the database and the number of records that contain actual data in the field. Notice that the email field, shown below, shows that only 2 records in the database contain data and while there are a total of 4 records in the database. This type of information is particularly useful for finding problems when you have changed a field name in a database or on a web form or made a typo and the data is being saved with a field name you didn't expect. One of the features of Relevant Tools is that all data is saved, even if you haven't defined the field name. So, when you see a field that isn't defined and should be, you can simply define it, in the database, and all the data will automatically be displayed in your regular searches.
The screen below, the Customize Database – Field Usage (All Fields) screen, is displayed when you click on the Display Field Usage All Fields link from above.
One of the differences in the information displayed on the screen below and the screen above is that the screen below displays fields not only field defined in the database but fields that are undefined. Notice that the company and fax fields are omitted from the screen above however, they are displayed in the screen below. This is because these 2 fields are not defined in the database but the data exists for these 2 fields. This situation can occur when you have multiple sources updating a database and one of the sources includes these 2 fields while another source does not. Again, if this situation occurs you can simply define the field or fields, in the database, and all the data will automatically be displayed in your regular searches.
Another difference in the information displayed on the screen above and the screen below is that the screen below displays the system fields, which are used internally such as the Record ID field. Some of these system fields may be of interest to you such as the Created On field, which specifies the date and time the record was created. You can include system fields, in the custom views of your database, if you want to view or export them with your user defined data.
In summary these two screens can be very helpful in determing potential problems and⁄or issues with a database.